Empowering Your Staff to Help with Data Security
Contrary to what you may think, data security is not solely the responsibility of the IT department. Instead, protecting company data is a joint responsibility shared among all executives and staff. As an employer or manager in any organization, finding ways to encourage employee participation, especially where data security is concerned, is critical.
Rogue employees with access to passwords and critical information can cause more damage than third-party hackers. More than 75 percent of security breaches happen from the inside. However, some incidents are purely unintentional. A poll by the Black Hat security conference found that 84 percent of the security breaches occurred due to human error among employees.
To ensure that data remains protected, you need a comprehensive plan that addresses the issues within the company. Training employees and providing guidelines to protect data is essential in ensuring complete security. Here are some of the ways you can empower your employees to help with data security.
Create Strong Passwords
When creating a password for any application or website, you may often find yourself relying on an old password or using easy-to-remember passwords. Your employees are probably doing the same thing. Unfortunately, easy passwords are an active gateway for cybersecurity attacks. Once inside a single computer, hackers can access the data in your business’s computer system freely. It is important to advocate and emphasize the use of strong randomized passwords at the workplace. Advise your employees to create strong, unique, and random passwords that are not easy to guess.
Creating a strong password requires thoughtfulness. First, phase out the use of easy-to-guess word combinations or old-age password. Every hacker knows that you can use sequential numbers and letters or words like “Password.” Instead, use a mix of letters and symbols or use uncommon phrases. It is also best to make your password long.
However, is it possible to remember all the passwords? Unfortunately, no. But there is a solution- using passwords managers. The application stores all your unique passwords for you, and requires you only to memorize the master password. Installing a password manager will also motivate your employees to create different passwords for different accounts instead of reusing old ones.
Restrict Access
Establish policies that restrict the access of information and only allow sharing on a need-to-know basis. For example, only the HR should have access to employee data, and only the IT department should have access to your business’s network. Anyone in marketing has no business accessing private information in the finance department.
To create strict policies, begin with a risk assessment, and establish the risk involved with different types of data. Which information poses the highest risk to your organization if exposed? An assessment will help you recognize which information requires minimal access and to whom the access should be granted.
It is also crucial to explain to your employees the impacts of casually sharing passwords and information with colleagues. Explain the need for privacy among high-ranking admin members and also share the consequences of direct breach. With the strict restrictions in place, you will also have an opportunity to trace negligence down to an employee.
Identify Strange Emails and Numbers
Train your employees to identify phishing attacks. In this type of attack, hackers send emails and texts that can trick you into providing private information. Usually, the contents of the email and messages look authentic, and any unsuspecting person can provide details.
First, the emails will always look like they come from a reputable company that you know and trust. Second, they provide a story to claim their need for personal information. The email may state that the company is experiencing problems processing a bill, or say that they have noticed suspicious activity. In some cases, phishing emails offer rewards or offer a coupon for free items.
Train your employees to scrutinize emails and messages before responding to avoid compromising data. Before clicking, ask your staff to check the email or contact address from the sender. If it’s fake, then the email is fake.
Discourage Staff from Using Public WiFi
If part of your staff has access to work-only laptops and mobile phones, establish several measures to protect the equipment. First, you can prevent employees from taking workplace gadgets home. You can also store all your devices with the IT department or lock them on employee desks after work to avoid their transportation.
However, if the restricting movement is not an option, train employees on how to protect themselves. First, advise your staff not to use public WiFi. The open nature of public WiFi exposes the system to hackers. When you log in, you may send your information to the hacker instead of the hotspot.
Public WiFi is not only unsafe for company gadgets. Your employees’ devices, if used at the workplace, also pose a threat to your data security. Remind your employees that signing into their emails, and work accounts on public WiFi expose them to hacking. If a worker has to use public WiFI, encourage them to avoid sending their social security numbers, email passwords, bank account details, addresses, and phone numbers.
Introduce Two-Factor Authentication
Always verify the identity of any staff member coming into contact with information. Impersonation may happen easily in closed office spaces. Introduce two-factor authentication for improved security. Even if someone knows your password, they have to pass the second step. The system may require facial recognition, biometric fingerprints, a question, or an ID.
Get Your Employees to Care
To implement all your policies successfully, remember to gain your staff’s support. Begin with creating engaging sessions to demystify cybersecurity. Many of your employees may believe that cyberattacks are similar to hacking scenes in movies and ignore their responsibility in the process. Teach them to understand why specific cybersecurity policies exist and answer questions they may have about their role.
Remember also to make it personal. Data breaches are not only dangerous for your business but also for employees. What happens when someone has access to their bank account? What if the hackers hack their cameras or steal personal projects? Let your workers know that their personal details are on the line. Lastly, have regular literacy programs to train your staff, review policies, and encourage employee participation.
Data Security at The Workplace
Your staff plays a critical role in data security. By creating strong passwords, following policies, identifying phishing attacks, using 2-factor authentication, and avoiding public WiFi, your staff can help you with data security.